Office of Human Resources
HR Working Guide
Working Guide- Time Off
Absence for Emergency Reasons
Policy Summary: Regular full-time or part-time hourly paid (non-PAS) employees may request up to 2 days off with pay in any 12-month period in the event of severe and critical situations when the need to be absent from work cannot be planned or avoided. In such instances, time-as-reported (TAR) and temporary employees may request time off without pay.
See Policy 321
Death in the Immediate Family
Policy Summary: Regular full-time and part-time employees may request up to 3 consecutive work days off with pay in the event of the death of a member of the immediate family. In addition, for out-of-state funerals, hourly paid, nonexempt staff may use up to 2 emergency absence days if not previously used in that year.
Policy Summary: The University's Benefits Program provides seven, University-paid holidays per year to full-time and part-time staff members. For hourly paid staff each holiday equals one-fifth of the individual’s standard weekly work hours. The pay of exempt staff will not be affected by the holiday.
See Policy 330
Jury Duty, Court Appearance or Legal Hearing Appearance
Policy Summary: Regular full-time and part-time employees summoned to serve on jury duty or subpoenaed to appear in a court of law (unless they are a primary party to the legal action) will be paid full, base pay for the duration of the service. Upon return to work, if payment by the court has been received, those monies should be reimbursed to the department. Employees who work an evening or night shift will be placed on a day shift, as required, in order to fulfill the obligation for jury service or court appearance. If the staff member’s involvement does not occupy a full day, they are expected to report to work for the balance of the scheduled work time.
See Policy 333
Leaves of Absence (FMLA)
Policy Summary: The University of Rochester provides three types of Leave of Absence for employees. The first provides up to 12 weeks unpaid leave under the Family and Medical Leave Act (FMLA). The second, a University Leave of Absence, provides employees with up to 12 months of unpaid leave. Additionally, under the third provision, departments may grant employees a short-term leave of up to 30 workdays of unpaid leave in a calendar year. Discussions regarding the need for a leave of absence should begin with your direct supervisor.
See Policy 357
Long-Term Disability (LTD) Plan
Policy Summary: When a regular, full-time or part-time faculty or staff member is totally disabled for more than six months, the Long-Term Disability (LTD) Plan guarantees a monthly income equal to 60% of covered annual salary, including family Social Security benefits or Workers' Compensation payments, or both.
See Policy 265
Military Leave of Absence
Policy Summary: As required by federal law, the University provides time off to full-time and part-time employees who are required to participate in active military duty or training. University employees who are members of military service will be granted all rights and benefits provided to employees on University Leave of Absence. Individuals represented by a collective bargaining unit should refer to their agreements.
See Policy 336
Paid Time Off
Policy Summary: The PTO plan accommodates an individual’s need to have time away from work for reasons such as illness or injury, doctor or dental appointments, and to attend to personal business. The plan provides eligible employees with one week of standard work hours during a Plan Year. The PTO Plan Year begins on the first day of the first, full pay period in January for eligible employees.
See Policy 340
Reassignment or Absence to Prevent Contagion
Policy Summary: Regular full-time or part-time staff who work in an area of the University where health care is provided and have a temporary, non disabling infection or exposure, may be required on the advice of a Occupational and Environmental Medicine (OEM) physician to stay away from work for a specified period of time to prevent the spread of infection to patients. This action will be taken only if an alternate assignment, without risk of spreading the infection, cannot be arranged.
In such situations, staff will be paid for the regularly scheduled hours until a OEM physician approves a return to work. Base wages or salary shall not continue beyond 30 days without review by OEM. Excused absences to prevent contagion will not be charged against PTO or vacation balances.
See Policy 324
Sick Leave for Short-Term Disability
Policy Summary: The Sick Leave Plan for Short-Term Disability pays all or part of basic salary for an eligible faculty or staff member who has a disability which is not job related and which prevents the individual from carrying on University duties and responsibilities. Benefits may be payable for a period of days, weeks, or months and are determined by the individual’s position, service date and length of service.
See Policy 339
Policy Summary: Regular full-time and part-time staff members are eligible to earn vacation. Staff members earn vacation starting with their date of appointment and continue to earn a portion of the annual vacation entitlement each pay period. A “day” of vacation equals one-fifth the staff member’s standard weekly work hours.
See Policy 345
Workers’ Compensation Benefits
Policy Summary: Workers’ Compensation benefits provide lost-time and medical care payments for regular and temporary full-time, part-time and time-as-reported (TAR) faculty and staff, including student employees who are injured on the job. If death results, benefits are payable to the surviving spouse and dependents as defined by law.
See Policy 271